The Payroll Office is responsible for the final payroll process that issues payment advices via direct deposit and payroll checks (if applicable) to all regular full time, part time, and temporary employees of the Prince William County School Board.

All payroll is processed and paid on a semi-monthly pay period schedule. Pay dates are the last work day on or before the 15th and on or before the last day of each month. The Prince William County School Board has determined that direct deposit of payroll is the most efficient and effective means of paying employees. Therefore, all employees are required to enroll in direct deposit. Payroll checks will be issued for an employee's first scheduled payroll in order to perform an electronic test to verify the employee's bank account information. Payroll checks will also be issued when employees change bank accounts or in some unusual circumstances.

All employees, except 10-month hourly employees and temporary employees, are compensated on a semi-monthly basis in 24 equal installments. These installments are paid on a current pay period basis. Ten-month hourly employees are compensated semi-monthly in 19 equal installments. These installments are paid on a previous pay period, or pay lag, basis. All leave, additional hourly pay, overtime, and non-standard supplemental pay are paid or processed on a previous pay period, or pay lag, basis.

The Payroll Office employs Payroll Specialists who process and verify payroll, input specifications from employee W-4, VA-4, and Direct Deposit forms, input one-time and most regular payroll deductions, set up many employee fringe benefits, and determine correct payments to be made to Payroll vendors. The office is also responsible for annually issuing W-2 Forms. Requests for specific payroll records from outside sources are also processed in Payroll.

The Supervisor of Payroll is directly responsible for all the activities of the Payroll Office. The Supervisor controls the set up of most pay events, deductions, and benefit plans as they impact the payroll process.

GOOD NEWS - The 2014 W-2 forms are available for you to get started with your federal and state tax returns. All 2014 forms have now been mailed to your address of record with the Office of Human Resources. Electronic copies of the 2014 W-2 forms will be available for active, regular employees through Employee Self Service the first week in February.

On the Payroll Forms page, we have published a Guide to the 2014 W-2 Form. You can answer most of your questions if you look at your last 2014 pay statement (year-to-date totals) and follow the information provided in the Guide.

If you moved and did not give Human Resources your new address, please do so as soon as possible. If your form is returned to the Office of Payroll, we will send it to the new address in our system.

Reminder: VRS Contributions -Summer Break and School Year Amounts

This is a reminder to all 9-, 10-, and 11-month employees that the required VRS employee contributions and fringes will not be deducted or posted during off contract pay dates in the summer.
These deductions and fringe benefits will begin again in the new school year.

The amount of the contribution for full- time employees:

-Hired prior to July 1, 2012 in a continuing full-time position is now 3% which continues PWCS election to phase in the full 5% over five years;

-Hired or changing to full-time after July 1, 2012 and through December 31, 2013, the contribution is the full 5%;

-Hired or changing to full-time on or after January 1, 2014, the contribution is 4% for VRS and 1% for the required defined contribution portion;

-New employees are referred to now as having a "hybrid" retirement plan. The first VRS (and hybrid) contributions for 10-month employees will be deducted on September 15, 2014 and will be taken through June 30, 2015;

-For 11-month employees, contributions start August 15, 2014; and

-Employees who are scheduled for 19 regular pays (bus drivers, bus attendants, and food service workers) will have their VRS and hybrid deductions taken from October 15, 2014 through June 30, 2014.

Do It Yourself With ESS
PWCS provides access for all regular employees from any School Division computer to Employee Self Service (ESS). The link to ESS is found by selecting STAFF on the left side of our home page. Directions are provided if you are a first time user for login, navigation, and access to documents. Payroll services available include viewing and printing previously issued pay statements and W-2 forms. Please use ESS to update your address if you move so your mail arrives promptly from School Division offices.

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Go Green Initiative
Prince William County Public Schools has initiated a "go green" initiative to reduce paper forms and increase the use of electronic communications. One of those initiatives is the electronic distribution of earning statements (or "e-stubs") for all regular employees required to have direct deposit.
E-stubs delivery has significantly reduced costs associated with postage, forms, and overall staff hours. All regular employees are reminded that they may access the Employee Self Service (ESS) application to verify their GroupWise email addresses.

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